Detailed Project Plan: Bloomsbury Institute Welcome & Induction Event

This report details a comprehensive project plan for Bloomsbury Institute's three-day welcome and induction event. It begins with an introduction highlighting the importance of project management in achieving organizational goals. The report is structured into five key sections: scope management, time management, cost management, communication management, and risk management. The scope management plan defines project objectives, deliverables, assumptions, and constraints. The time management plan outlines project milestones and activities. The cost management plan includes a cost breakdown and budget. The communication plan identifies stakeholders and their communication needs. Finally, the risk management plan assesses potential risks and proposes mitigation strategies. The report provides a detailed Work Breakdown Structure (WBS) and a Responsibility Assignment Matrix (RAM) to ensure effective project execution. Overall, the report offers a structured approach to planning and managing the institute's induction event.

Managing Operations & Projects :
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Table of Contents
INTRODUCTION...........................................................................................................................1
Section 1: SCOPE MANAGEMENT PLAN...................................................................................1
Project Description.................................................................................................................1
Project Scope..........................................................................................................................1
Assumptions...........................................................................................................................2
Constraints..............................................................................................................................3
Project Roles and Responsibilities.........................................................................................3
Responsibility assignment matrix...........................................................................................4
Project Work Breakdown Structure........................................................................................5
WBS Dictionary:....................................................................................................................6
Section 2: TIME MANAGEMENT PLAN.....................................................................................7
Project milestones:..................................................................................................................7
Project Activity / Time / Dependency Base...........................................................................8
Section 3: COST MANAGEMENT PLAN.....................................................................................9
Cost Breakdown and Budget..................................................................................................9
Project Cost Baseline............................................................................................................10
Section 4: Communication management plan...............................................................................10
Project Stakeholders.............................................................................................................10
Stakeholders Communication Plan.......................................................................................10
Section 5: Risk management Plan..................................................................................................12
Risk Identification, Analysis and Action Plan.....................................................................12
Conclusion.....................................................................................................................................14
REFERENCES..............................................................................................................................15
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INTRODUCTION
In present time, project management plan is said to be one of the crucial element, that
may lead number of business organisations or an educational institute to attain desired goals and
objectives (Ahimbisibwe, Daellenbach and Cavana, 2017). Under this report, institute that has
been taken into consideration is Bloomsbury, which is specifically planning a whole new event
for three days in order to welcome & also offering induction in relation to what they will be
conducting the whole year. This report is going to be enclosed with, project plan with an
effective scope management plan. Lastly, report will also show detailed plan developed based on
Cost, Time Management, Risk and Communication related as well.
Section 1: SCOPE MANAGEMENT PLAN
Project Description
Description
Bloomsbury Institute is one of the leading for-profit educational provider of London, that
offers the both undergraduate and postgraduate programs with several streams of courses like
business management, accountancy, law and more. It is affiliated under University of
Northampton, where currently, its management seeks to launch a three-day welcome and
induction event, for intake of upcoming academic year. This event is estimated to be occurred
within September, 2020.
Objectives
To intake next academic year and attract more new learners for increasing admission
 To provide opportunity to new students to understand the nature of their campus, to
increase attendance of them by 50%
 The induction event helps in enhancing the engagement and collaboration among new
and old students at least by 20% .
 To introduce new and challenging ideas as well as set objectives for new students, for
enhancing academic performances of them by 10%
Project Scope
Having a clear set of aims and objectives define the primary motivations of Bloomsbury
Institute behind organising its event. This event deliverable the following outcomes –
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 Activities: On the first day, activities that define the environment and expectations of
institutions, including all achievements will be organised. While on second day, cultural
perspectives and volunteering programmes will be launched. On final day, new
challenges of education with increased community participation programs will be
organised (Cleden, 2017). Sessions with Seniors: A sessions will be conducted with both old and new students to
get their suggestions for launching event successfully in future
 Developing a Team: For organising and managing the event, including sound and light,
catering services, decoration etc. will be managed by team that consists of senior
students, authority members and teachers.
Assumptions
In present context, there are number of assumptions that can be taken into consideration
in relation to institution where Bloomsbury specifically enhanced the overall working of the
company at the time of looking at different areas so that appropriate accomplishment could take
place. While conducting the event, some of assumptions are presented underneath:
In relation with events, every event has different kinds of objectives that are needed to
analyse and ensure the enhancement and sustainability of event in order to achieve desired goals
and objectives. There are prominent assumptions are taken which are required and considered by
institute to improve their working manner towards their achievement. For this, major
assumptions are taken which are discussed as under:
 By considering the event, Bloomsbury institution is currently planning to grasp number
of students which is useful in enhancing the scope of skills, knowledge and education
among students.
 Moreover, concerning assumption is that the whole event is useful in encouraging the
prominent practices and also upgrade the technology which they use in their institute as it
becomes the key method in order to boost morale of employees and encourages students
and their instincts.
 Approximately, 95% of students are now turning up for the orientation event from all the
fresh year intakes in order to get prominent information concerning the institution.
 Around 3 months, it is required to develop plan in appropriate and effective manner by
concerning all the related activities which are concerning to plan.
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 Moreover, it is expected from the event that it is relatively high as it include the transition
of fresh students which relies under the suitable structure and culture of the institution as
rapid as possible (Mundy and et. al., 2015).
Constraints
Constraint is the term which is useful in limiting the surroundings and also useful in
describing the hurdles and barriers which arise in front of organisation and event as it is useful in
alerting regarding the risk factor. For this, many of the prominent constraints regardless from the
assumptions which are discussed as under:
 One of the prominent and major constraint is considered is time, as for this 3 day event is
planning which can become the reason for the roadblocks in this term.
 Another confinement could be the budget and funds, as due to the limited availability or
lack of financial resources can hinder the effective performance of project which would
be assigned for the planning of project.
Project Roles and Responsibilities
There are many roles and responsibilities in projects , some are discussed in table
mentioned below :
PROJECT ROLES RESPONSIBILITIES
Project Manager
Project managers are those people who have the main
responsibility to guide firm employees in the direction of
organisation goals and objectives these responsibility are not
just end by guidance. A project manger has to help their
employees in using organisation resources in particular way
for achievement of organisation effectively. Project manger
have also perform the responsibly of wining the respect in
team member by which there will be reduction in conflicts of
organisation.
Budget Allocator In an project the responsibility of budget allocator is high
because he have to do difficult task in firm as allocation
proper budget to project. Budget will decide future of project
that means project is highly dependent on budget allocator of
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firm.
Design and Sound Supervisor
Supervision is the important stage in any project as it is the
key function of any project management of organisation this
is because it will help in using firms’ resources properly by
regular monitoring. Designing is also important as it ensures
smooth function of work.
Catering Head
Catering is the important part of any project as it will help in
fulfilling the basic need of individual in respected firm where
they have to use these services in regular basis so this have to
be maintained properly as its responsibility are higher than
any other factor. This will also work as first impression on
customers of organization.
Responsibility assignment matrix
R=Responsible S=Support
Work package Project manager Design and
Sound
Supervisor
Catering Head
Suppliers S
Agreed menu S R
Taking orders S R
Controlling of
orders
S R
Monitoring the
entire event
R S
Focussing on
client
requirements
R S
Sound and music
system
S R
Complaints R S
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addressing
Project Work Breakdown Structure
Basically, Work Breakdown Structure is said to be one of the crucial tool that is required
by an organisation to finish all the tasks within the projected plan. WBS can effectively be
defined as deliverable-oriented breakdown of a project into smaller components. A work
breakdown structure is a key project deliverable that organizes the team's work into manageable.
This relates with the overall structure of the plan, along with deliverables associated with the
same. Hence, for this purpose, the Work Breakdown Structure of the project is displayed below:
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WBS Dictionary:
 Setting up of venue: In this type the venue that is place where event is going to be held
has to be decided by the vender according to situational requirements of the clients. This
is one of most important steps as all further success or failure of event depends on how
much attractive a particular place is and is it going to fulfil all the requirements of client.
 Approaching to investors: In this step all the investors who are willing to invest the
overall finance. This is the responsibility that has to be completed in provided time frame
so that whole activity is completed in given time frame only. This will also be very
helpful in saving of lot of time in completion of the whole project.
 Infrastructural set up: This is a step that consists of setting up the whole infrastructure
which basically denotes to fulfilment of entire responsibilities that are associated with
requirements such as food, proper and timely acquisition of safety measures etc. All this
is associated with how and in what manner are such set up being handled by the project
manager.
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 Forming project team: This is most mandatory step in completion of the whole project
as in this particular step a project team is developed by the project manager who has the
responsibility to get all the tasks done in specified timeframe. In this according to various
roles and responsibilities different task will be divided n a project team. The team will
have members according to number of task that are to be done.
 Forming a guest list outlay: In this step a guest list is prepared so that an estimate of
how many people who are attending the event can be prepared by the project manager. It
is a very essential requirement for the project manager to make sure to posses’ knowledge
about who is visiting the event and who is not. This information is very helpful in making
a correct estimation of number of people who will be actually attending the event.
 Post event tasks: In this all the activities that are related with after the event is completed
have to be performed by the project manager. In this step all the winding up functions
will be performed by project manager. Such as making sure that all the fiancés have been
meeting up. One of essential features of this task is to take feedbacks from guests.
 Development of menu: Food is the one of most important requirements of guest. In
present project menu ahs to be carefully designed considering the requirements and
preferences of guests. This is the tern that is associated with overall requirement of food
according to the pre decided menu of the client that has to be fulfilled by the vendor. It is
a very important part of whole project and has to be according to key requirements of
client.
 Event professional hiring: There are certain professional who are required in the smooth
functioning of whole events. In the present scenario, this includes people such as design
and sound supervisor. All these people have to be hired beforehand so that at the time of
actual event there is proper carrying down of all the functions to professionals only.
Section 2: TIME MANAGEMENT PLAN
Project milestones:
Project milestones are some set of activities that are crucial part of the whole event and in
such activities are timely complete that ensures that whole project will be done on the provide
time. There are some milestone activities that are being set by every project manager in the
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initial stages of their project and these are made understood to all team members so that they
cannot be
This consists of various activities that have to be completed in the allotted time frame and are
very crucial for the project:
 The first project milestone will be if the briefing is being completed in the first day itself.
 Next project milestone in this particular project can be if presentation is also completed
on the first day of the project itself.
 Task distribution is completed in starting of the second day.
 Speeches have to be completed in morning of third day.
 The whole project has a major milestone that is speech of the director and other faculty
members have to be organised at 10.00 am on the third day of the event.
Project Activity / Time / Dependency Base
PROJECT ACTIVITY TIME DEPENDENCIES
Briefing 1st Day, 10:00 a.m.
Total dependency, in present
context will rely on number of
students that are taking part
within the event with interest.
Presentation of Faculties 1st Day, 11:00 a.m.
Presentation's dependency will
be relying upon performance
level of all the event
conductors.
Performances by Different
Clubs 2nd Day, 11:00 a.m.
Overall arrangements along
with the task distributions to
all the connected individuals
will consider all the
information.
Interactive Activities 2nd Day, 3:00 a.m. Interest of individuals
(students) will be one of the
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crucial dependencies that will
take place at the time of
conducting the event.
Speeches by director and
faculty heads communicating
the expectations to students
3rd Day, 10:00 a.m.
Effectiveness of setting both
light along with the sound
systems will help director in
delivering the speech and for
better communication as well.
Distribution of College
Manuals and institutional
tour
3rd Day, 12:00 a.m.
The accessibility along with
the availability of high number
of individual’s students and
strength of intakes would be
the dependencies (Mejlænder-
Larsen, 2015).
Section 3: COST MANAGEMENT PLAN
Cost Breakdown and Budget
COST AMOUNT
Furniture and Equipments 7000
Professionals Salary 3000
Light and Sound arrangements 6000
Catering 4000
Marketing (Pamphlets, Posters, manuals) 2000
TOTAL 22000
Therefore, the whole induction event will cost Bloomsbury in the amount of 22000.
Including this, it will also be required by the project manager to consider some additional amount
of 5000, in order to bring any sort of alterations at workplace.
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Project Cost Baseline
Specifically, the over baseline of the project is presented underneath of the 3 days
induction event, which has been taken into consideration by Bloomsbury.
Section 4: Communication management plan
Communication management plan basically defines the communication requirements of a
project and how the information will be distributed to stakeholders and other associated parties.
Project Stakeholders
There are various stockholders that are directly or indirectly related with this project and
event, a description of which is provided below:
Students: they are key stakeholders for this project work as they are the one for whom
this three day welcome and induction event is being organised by the Bloomsbury institute.
Employees: these are the individuals who are having responsibility to set up various
activities and perform the entire task in order to ensure effective execution and conduction of this
programmes (Lock, 2017).
Parents: these are the guardians of the student who are engaged with this program
conducted by Bloomsbury institutes to check whether this organisation is capable or not in
meeting their expectation and desire level of performance.
Stakeholders Communication Plan
The communication plan made for effectively transferring all relevant information to
various stakeholders is provided below:
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